Create Your Painting Invoice Template for NPOs Effortlessly

Painting invoice template for NPOs

good morning good afternoon hello welcome to today's webinar dashboard strategies for nonprofits my name is Mack Smith I'm the director of communications for 501 C Services really quickly a little bit about us we are a 100% employee-owned company that provides alternatives to state-run unemployment insurance programs we provide our services to more than 1500 nonprofits nationally we administer the 501 C agencies Trust which offers a comprehensive suite of risk management services and multiple stop loss protection solutions for 501 C 3 nonprofits and we also offer you ensure which there's a first dollar unemployment insurance program not only for nonprofits but government entities and tribally owned businesses as well and finally we also operate the nonprofit HR hotline which serves more than 2,000 for-profit and nonprofit organizations across the country with simple HR consulting services many of you to today's webcast are already working with us and we appreciate you being here today I have a little bit of housekeeping before I introduce next week's or next month's webinar and our panelists today first of all how are we going to handle questions today Ian and Sarah are going to take questions as we go so if you have any questions please throw them into the questions module of the GoToWebinar program and I will I will push those to Ian and Sarah as we go if we have time at the end we will try to cover any that we weren't able to get to during the program a copy of today's presentation is also already available in the GoToWebinar platform if you go down the handout there's a PDF and that's today's slide so you can download those now and follow along or they will also be emailed to you later today one hour after we're done we will send you a copy of the program video and a copy of the slides also real quickly next month's webinar is managing performance effectively capitalization we will have stuffy Martinez from HR design design for you she's out of Chicago which is going to go over not the dreaded annual performance review but the entire function from soup to nuts she'll feel she will share some new strategies and tell you which traditional efforts mean may not be should not be used today so now I'm going to introduce inna and Scotland and just so everybody knows we're going to be doing several handoff today so you're going to have to bear with us as we do that we're going to try to act like professionals here so I'm gonna hand this off to Ian and then he will take it away introduce themselves and Clara hello everybody my name is Ian Scotland and I work with a key funds we are a company that makes accounting software for nonprofits we help over a thousand clients nationwide and we are basically an ERP system uh and I've been working with nonprofits for over thirty years I was a staff as a controller CFO and then I've been a consultant I've helped over 400 nonprofits in implementing accounting software payroll and then currently I'm the general manager vice-president have a queue fund and been working with that fund since 2003 and loved working with the company and also on line is Sarah Finley Sarah do you want to introduce yourself yes hi everybody thank you for having me my name is Sarah I've been working with a Q fund for 8 years now and the entirety of my career with a Q fund I've been working with nonprofits who are looking to take advantage of Salesforce which is a CRM solution for nonprofits and implementing and optimizing those solutions to make the best of that platform I also have two certifications with Salesforce and work with a variety of different nonprofits from community-based religious-based face base just just a ton of differ vertical markets so I have a lot of experience in seeing different types of requests and KPI requests that we're going to go through today okay so today's presentation is on dashboards and if I can get my screen to behave here so why dashboards dashboards are often something that people are a little skeptical about and think they're a fad and and I will admit that I've been in that boat I've sort of had when they first came out kind of took that position myself but pictures as you've heard tell a thousand words and a graph can portray complex scenarios in subtle situations with ease so this is a sample of a dashboard we'll be seeing many more throughout the presentation why dashboards again images help us learn and remember so you've heard and I'm sure many of you are kind of pictorial thinkers or pictorial learners and they help us it's hard to remember a number on a financial statement but it's pretty easy to remember a dashboard graph that you saw they quickly transmit information to our brain they tell the story of your organization something that might take many words to explain somebody can just see pictorially they help us see behind the numbers so a dashboard can portray a pretty complex thing like we'll talk about liquid unrestricted net assets pictorially and and that's certainly a behind the numbers thing why dashboards for nonprofits why are they so useful in the nonprofit environment because nonprofits are complex there's a lot going on even in the smallest nonprofits sustained ability is an issue but yet sometimes the sustainability of an organization is not easily told it doesn't isn't easily reflected in a financial statement or maybe something like what's the cost of the services we deliver sometimes those sort of things aren't really easy to see so that's something that a dashboard can do often our volunteer boards are not experts in reading financial data or financial statements and also not just the boards but sometimes staff and so dashboards can can really help explain that and we have difficulty portraying program metrics and outcomes in meaningful ways so a great thing that a dashboard can do is if you have a program manager that manages some important outreach of your nonprofit and you know they're they're judged by their performance if they have some sort of portal that they log into to see how many clients they've served or what the cost is or you know are they under budget and if they have it in a dashboard they can see it quickly rather than having to run a report so there's a lot to be said for dashboards that go to all your employees and we'll talk about that more later so who can use a dashboard so I would argue practically everybody board of directors finance team program staff I just gave that example so the board would want to look at things that are different than the finance team and the finance team would want to see things that are different than program staff fundraising and development would want to see some different things and the board and Finance IT folks they want to see things like how long how many cases do we have this year versus last year how long did we take to help people Human Resources for them a lot of times the dashboards are or lists what trainings do I have coming up whose whose certifications are expiring Mac could probably add some thoughts on that with his HR experience facilities and property so what leases are coming up what tenants are are going to expire what vacancy rate do we have how is our rent collection our accounts receivable doing and those who make great dashboards even to the last byte about you know why dashboards and now who depending on maybe what system you're using to develop your dashboards in there will be licensing so certain users will have to have actual access to the system you know license to find a time in order to sign in and see them and so a lot of stuff are often telling me you know how am i have a board member or I have an executive who doesn't have access to our database but they're asking me every single day for updated numbers or how you know how what's an easy way to get metrics to them when they don't have access to the system at all and dashboards can be a very quick way where you can simply take a screenshot instead of exporting something and sending them a complete tabular list of you of you know 2,000 records to see a full number dashboards make a really great way to take that screenshot and send those updated metrics on whatever the frequency is that's being asked of you to get that off really quick yes yep good place so we're gonna dive into these a little more further in other slides so which dashboards so let's talk about boards and executive directors they tend to look at things like liquidity or what's the trend of liquidity how are we doing budget wise and performance wise at the top level they're not looking at like specifics they're looking at a top level finance they want to see liquidity they may want to see some HR stuff they want to see performance and so the there they're a little different than the board but a little kind of similar program folks they want to see what's the impact of our program what's the cost to the agency are we are we on a use of funds or we do we contribute funds fundraising development they want to know what's the fundraising performance how are we doing on our goals how we doing compared to last year HR they're interested in compliance maybe enrollment they have oh they have a lot of possibilities of dashboards of HR folks IT time per case cost per user so anyway that's some uses let's talk about some common terms for dashboards key results indicator so a Kri explains okay I'm gonna move my little I'll get this little widget here I've got to move explains how an organization has performed in relation to specific perspective or a critical success factor how have we done what's our result [Music] result indicator again so maybe not a key one explains what an organization has done a performance indicator it's more on what we're doing how are we doing on our on a ongoing basis and a KPI represents measures focusing on those aspects of organizational performance that are most critical to the current and future success and so I think this is a key the current and future success so they're kind of predictive the KPI is the most frequently used term so you'll hear the other ones are a little more academic but KPI that's the one if you walk away from this webinar or remembering KPI and KPIs that will you will learn something so that's a commonly used term to say you know what do you need to see what is your KPI so some more terminology there's also some different types of dashboards so a strategic dashboard is the dashboard that provides metrics of KPIs key performance indicators these dashboards are commonly used a high-level management like the board to reflect an organization's missions or goals so strategic one is often a complex calculation or a comparative so here's one common one liquid unrestricted net assets I if we were really fancy we could do a poll interesting to know how many people know what liquid unrestricted net assets is look we and it's in a slide later so if you when you download this you'll you'll have what the formula is but basically you take unrestricted net assets your unrestricted net assets number and then you subtract out what fixed assets is and then other two sunken costs that are unrestricted and that gives you the liquid portion of your unrestricted net assets because you might have three million dollars of unrestricted net assets but you might be sitting in a building that you've completely owned so there's no loan no nothing and it's on it's a two million dollar asset and so it's really not liquid right and so you have to subtract that two million dollars out of your three million dollar net asset to get the the what your true liquid unrestricted net assets of a million dollars so so it's useful to have a gauge that tells you that's a good sample of a gauge where it would tell you kind of where you want to be maybe they they want to be a forty thousand and they're at twenty thousand here so 20 like looks like like 21 to me so that's uh that's what Nina is quick ratio that's another complex one where you're showing you know how much what's my how much cash do I have to cover my liabilities or my current assets to cover my liabilities so that's a great indicator where it's not a - it's not a graph per se but it's a number and this might be something that the board want to see or in certainly treasurer would want to see or controller CFO with one on their dashboard tactical dashboards tactical dashboards provide decision-making information on a nonprofit's overall performance of maybe for a specific department program or or part of the organization so where as Luna is the organization as a whole a tactical dashboard can maybe help you discern decisions you want to make so here you have a dashboard that's a that's a budget to actual by program so nonprofit executives use tactical dashboards to review benchmark programmatic activities departmental managers often use them for managing key decision points like clients served you could have this could be a graph of how many clients you said you were gonna serve versus how many you actually did there's a lot of possibilities which we're going to talk about in a minute here but so that's a tactical dashboard and an operational dashboard is sort of a day-to-day one so these are one just provide pictures of just your daily activities program managers would use operational dashboards to check program status or like what's my enrollment HRM I use an operational dashboard to monitor compliance Accounts Payable might use one for aging or days payable so here we have a ap aging kind of telling us just that a brief feel like you know how what percentage is more than 90 days old for what percentages it's not due so that's a useful dashboard and this kind of gives you the view lets you see that there's you know you can also have a dashboard that's like show me my top five AR invoice is outstanding for my show me my top five oldest accounts receivable invoices in the list so it's not a graph it's merely a list but it's still a useful dashboard oh yeah here's one employee reviews do so here's a dashboard that's showing when some reviews are due and that would be the sort of even though it's not a graph the sort of thing a HR person might want so with delivering dashboards how do we make them and how do we deliver them to our users there's a number of ways and we're gonna cover some of them here one way excel good old Excel or some spreadsheet the advantages of Excel are almost everyone has Excel spreadsheet they do make nice graphs that you can create complex formulas for analyzing data such as Luna you can mix data from multiple systems so you can bring in data from say a case management and data from your accounting software and do some multiplication and division to come up with cost per clients let's say disadvantages however data is static it's not you generally not a live feed even if it is a you there's two versions of stat one is your plunking in the data manually the other is the Excel spreadsheet grabs data from the databases the sequel database but even then it's not really live live it's hard to distribute it daily regularly because someone has to prepare them so often a bored dashboard interesting do you know how many of you have board dashboards and is that board dashboard done in Excel often the case is yes because it allows you to do a wide variety of dashboards for your board presentation and that's a good practice but it's a it's it's you know you have to email it out data security can be a challenge because you have to have you've got this Excel spreadsheet that you've got kind of raw data sitting in and maybe you know that raw data is made up of people salaries that you don't really want the IT person to see yes their IT person's got to see at Nordic would make the dashboard do the math of the graph do the math so that can be a challenge with Excel as well accounting software so kind of Jerek off-the-shelf counting software so accounting staff can have that daily access the data is live it's not static often the they have canned dashboards you know QuickBooks has nice dashboards in the recent versions and they're there they're kind of canned put in and they require a little setup disadvantages is that limited to the accounting office users so you can't really have a dashboard for your program managers you can't really have a dashboard that a board member can log into and so that's that's a disadvantage of having it in your just plain accounting software it only provides dashboards on accounting data because it's not getting data from other other systems and so therefore it's kind of limited to operational database dashboards like what's my accounts payable what's my account receivable statistics on vendors and customers and things like that and they can't do a complex analysis like usually can't do Luda I certainly couldn't do Luna might probably not be able to do quick ratio or current ratio another one is the ERP system so a coupon would count as that ERP system we can make our dashboards available to all staff and board and others give them rights the data is live not static you can do complex calculations to create strategic and tactical dashboards for that program manager to make decisions or board member you can mix program and client data with accounting data like we have a client module and a program module but we also have ways to feed data in from other systems to also help with that disadvantages well it's certainly more expensive than Excel or accounting or like QuickBooks so it's a good solution for large organizations but if you're a small nonprofit just getting started you know then then Excel or or some other accounting software it can be a better fit there's more setup and planning which is a good thing and a bad thing you know you've got more options it's sort of funny I have done many software implementations and usually towards the end of the the software implementation in this dashboard time and I would say to my use my folks that I'm training and setting up okay so it's that time to do that's words what dashboards do you want and you know often I get this blank look like I don't know so you have to you know it's a bit of a process to think through what dashboards would be useful you know what would Accounts Payable what would HR want what would the controller want and kind of go through that process before you even get to the dashboards you have to think through what is that useful to us and and also some as a slide later but I'm saying now those things might change over time you know you might set up a dashboard when you're in financial kind of tough Financial Times and you would want to see a certain number of - boards but maybe a year later two years later you're in better financial times but you've added a bunch of programs so now you want to look at well let's have some different dashboards so dashboards are also not a static thing you will have you want to constantly be looking at what dashboards you have and tweaking them to get a better better number of dashboards another option near and dear to our hearts is CRM fundraising software I know Sarah do you want to take a cut on this so what the theorem system most out there are going to allow you to integrate multiple types of data so Ian's been talking about having maybe different systems case management versus an accounting system but most here in marketplaces are solutions on the marketplace today are going to allow you to create a central location for all of your data and we talked about serum and fundraising we're talking more about volunteer data online donations are event attendance and when we think about that and in tactical dashboards you know dashboards that allow us to make decisions based on previous performance the advantages to having dashboards built in a full fundraising system is we have the ability to take a really deep dive at a high level into multiple years of data so an example might be comparing the return on investment from an event that we held for five years and taking a look at that is that income increasing is it decreasing and comparing that over time two different marketing initiatives not just events or drives but multiple types of involvement with organization and when we talk about different components things like volunteer information on maybe some type of scholarship applicants that you might build into your system or any types of custom programs that your CRM system has our dashboards or dashboards in that type of system can have metrics on different types of data on the same page for you so when you're looking at maybe something called a development dashboard which we'll see in just a little bit you might have components that are showing you year to date comparisons of your donation dollars and you might also have a dashboard that's showing you how much money is going to each fund in your system so we can show you multiple components for all the different hats that you wear in your organization or for multiple staff to use the same dashboard no matter what your scenario might be for your organization I'm in similar disadvantages to the ERP system as it is more expensive than using just Excel with a CRM system like Salesforce they do donate its first 10 licenses to a 501c3 organization but you also might incur costs from a consulting firm or just internal staff time setting up and learning the new system which segues into just more setup and planning getting to know the user adoption can take a little bit longer for a staff to adapt to a system like Salesforce or other CRM solutions so here I'm just bringing these up here tips on delivering so as I saying before they are an ongoing process it's a commitment that you need to make that you're going to start implementing dashboards in the organization it's not just something you do in an afternoon where you know how much to do they are critical because they can really help you set goals express your goals hold people to their goals they're really useful but they are an ongoing process and like I said before the what what you might focus on might change don't expect complete success in the first try that is for sure because it's it's trial and error to make sure you're comparing the right data and and getting the what people actually need and so they take planning and trial and error change happens so the dashboard that was useful six months ago may not be the dashboard useful today and then also you'll find that you'll tweet them well yeah but what if I just added this in you know then so as you kind of stare at the numbers you'll find that you can do a better job with them so who needs what so the next few slides we're going to break down more on the role of the user we need to think through what's important for each role and then create the dashboards that's best to deliver that information so it should be a process that involves the end user mates let's take the board we might be might have a board meet take a part of a board meeting and maybe show them some sample dashboards and say okay these are some samples what would you like to see or sit down with a program manager and say here's some sample dashboards that I think or the other nonprofits use and - and and what would you like to see what would be useful to you and and have other staff involved in that discussion such as IT or you know internal development person things like that as you work on how are you going to liver these dashboards is it's through CRM systems such as Salesforce is it through your County software's and through an ERP system is through Excel is there's also commercially available tools that they make dashboards - so that's a possibility as well ok and before you move on yet before you move on Sarah wants to know if you have a thought or opinion about the average budget size that a non-profit usually is before they start using a CRM or ERP system do you have any thoughts on that how big they usually get before they start cooperating needs yeah that's a great question I would say from an Accu funding side say about the organization of about 3/4 million and up because then then their priorities start changing and they're getting more people involved and and that they also the auditors will start saying you know you need an accounting system that has more internal controls and so when you when you start getting to that point where your auditors are saying tisk tisk you know you're getting too big for QuickBooks or or your your existing for software too old then you need it's a smart thing to do to expand the software BIA - well you know maybe we can kill a few birds with this stone you know maybe we don't aren't just replacing the accounting software but maybe we can get some software that keeps track of our program outcomes our clients you know or maybe maybe in the case of the Salesforce like we we do Salesforce you know a CRM system that can also be used for not just donation management but also other things like volunteer management so but that's a great question so so thanks for asking that examples for executive director and board so this might be a board dashboard here where you've got Luna how many months of liquidity do we have we're at a month oh my gosh revenue by source so where is the money coming in how many months of cash do we have sitting around which is different things so this is where we're you know in the earlier nights I talked about them painting a complex picture easily so I mean these are kind of nonsense dashboards but at the same time it might be why do we have a month of liquidity but yet you know twelve thirteen months of cash because there might be some other liabilities that could come do you know that would change that liquidity number if somebody's staring at a balance sheet they're not going to maybe get that picture that the dashboard would tell on this and it also if you're a CFO you log into your County software or your ERP software you're gonna see these dashboards and it's gonna really let you know like oh we gotta focus on this so so dashboards would be focus on liquidity like cash balances net assets liquid unrestricted net assets and here's the definition of look Nina amount of net assets available to support your operations and here's the formula unrestricted net assets less fixed assets and other not liquid assets in some cases it's just your fixed assets some cases like say you had fixed asset but it was paid for by permanent restrictive funds then and they're still in an endowment then you wouldn't necessarily have to take out fixed assets but if the if it's something a building you own that was donated to you that it's not but had to restricted that assets as a part of it then you better back it out when you look at what your unrestricted net assets are comparison by year of net assets we doing better or worse overall organizational reserves as a portion of operations so how many months of reserves do we have maybe net assets divided by operations that would kind of give you a reserve operational surplus trends so just look at your overall net income is going up or down and you could do that on a by program basis too that would be interesting more overall budget to actual so board you know they may not want to see what every program does budget to actual but they might want to show them overall budget actual performance year-to-year comparison so revenue is revenue up or down payroll as I'm taught as a number is good as well receivables are receivables up and up or down our outcomes our deliverables we helping as many people this year is last year efficiency percent which would be supporting expenses as a portion of total expenses so how much money are we spending on back-office outlier and exceptional information so we were just saying up here you know we want to give them overall budget to actuals the first thing there but we might want to give them a dashboard of just the outlier programs the ones that are doing well or maybe not that well dashboards for the finance team back office so here's a finance person dashboard they've got what are my cash balances today how's my month's liquidity then we're flush what am i with my current ratio and quick ratio how many months cash do I have how's my payroll doing so here's my budget here's my actual a little under budget that's a good thing what's my ap aging like well we're pretty good look at that we don't really have that much over 90 do so this this is a dashboard I wouldn't mind so much looking at every day but in other cases it might tell you more of a more urgent story so liquidity again how much cash do I have outstanding balance on the line of credit that might be a good one to have Kirt ratio debt service coverage ratio accounts receivable again the days receivable accounts payable invoice I co time how quickly are we paying our invoices out that one might be really good for a trend HR this is like I said before there's a really good HR ones employee turnover payroll costs to budget payroll cost versus previous years workers comp claims and what about unemployment ones actually I bet 501 C could come up with some good unemployment ones performance budget to actual comparison of revenue expense to prior year's revenue expense by program particularly the outlying programs maybe depends on the size your agency if you had 200 programs the dashboard they hard to put that in the dashboard that and that's worth mentioning you know sometimes it's difficult you have to think through that's so much data you need to condense so this is this is sort of an HR one so this is employee reviews do trainings do to expire on my dates missing their overall payroll budget the actual and this might be just that this was just a graph of my payroll expenses by month this would help me see if I have a real outlier month why is that month so much higher than all the rest program managers so what would be good for a program manager to see profit loss by program budget to actual by program by their program I mean clients served in enrollment goals cost per client how much is the client Kostis this year compared to last year time to serve client maybe client demographics ethnicity gender etc if you have to keep an eye on that staff levels per client so here's one here's a dashboard where we've got how many clients and what's our cost per client what's the payroll budget to actual for this particular program that's useful because you can sort of keep an eye on how you're doing client enrollment so we've got we've rolled five our goal was eight but it's okay because today's the 19th so we should make that all right sir yes sir switching gears a little bit to development you know Dan we're talking about these high-level metrics you know what you are what do our staff need to be seeing what's going to help them in their role in the organization so just some some features about some tips and 'red CRM dashboards again we do have the ability to create role-based dashboards where your fund raisers are looking for major gift cycles or accountants are looking for you know posted transactions in a CRM system we have the ability to switch out those roles in the system or even again combine them all into one master dashboard so all staff are working collaboratively with all of the dashboards in the system and security settings Enon mentioned you know sensitive data and in some CRM systems were keeping sensitive information about our clients our donors or whatever this scenario might be and in our dashboards we're going to make sure that those security settings follow through so that if volunteers you're only supposed to be seeing donations under $100 as an example the dashboards when they view them are going to reflect the data records and the sum total of data that they have viewing access to in the system just some popular KPIs that I run across a lot of the times and a lot of the times people are asking me how again how do I know what's going to help me my role how can I measure success and these are some top performing dashboards that we build out inside of CRM system so our live it in silent reports that stands for last year but not this year or some year but not this year and so that's going to be a donor who gave money to me last year but they have not yet this year so who our top donors last year maybe they gave us over $10,000 but this year they have not donated yet donations by lead source where's our efforts best spent when it comes to online donating versus snail mail let's look at the donation by revenue or lead source or even just looking at overall donation comparisons for a total fiscal or calendar year what were our best years and then being able to drill into what were we doing to solicit donations or what was our what were our methods of fundraising at that time when we're in capital campaign so again same same thing to annual overall but capital campaign you might be running a five-year capital campaign what year has been more successful and again where do we focus our efforts to continue the increase in revenue so performance report just as an examples for you guys to see a visual and we'll get into these a little bit more this is an example of what we call funnel charts and this is grouping our gifts in our entire fundraising database by a gift range so some of the colors you'll see gifts under $100 or gifts from one hundred to a thousand dollars and what this system were what this dashboard is doing is it's telling us how much revenue has come in for gifts in that in that gift range in that amount range and so something like this might provoke a Development Director to say hey two years ago we had five hundred and seventy four thousand dollars in revenue for gifts over ten thousand dollars and last year we had two hundred and eighty nine thousand dollars of revenue for $10,000 plus gifts where what are we lacking where's the white space for those donors and that 300 thousand dollar difference and these amount ranges can be customized so that if your organization typically doesn't receive gifts at these amount levels you can customize them to create ranges that are more appropriate or that you might be wanting to track more closely and so again this is comparing three years worth of data gifts based on amount ranges and where those where most gifts are coming in at what level so the next slide is going to look at on development performance in terms of maybe more individual donations so in a CRM system you might be tracking both individual donors and organizational or grant towards donors or contributors and a graph like we see on this page is showing us by what was our donor type what donors are more engaged with the organization giving and we can see very clearly from this graph that on the left hand side the household account giving is is not there 2017 there was barely any good twenty nine and twenty nineteen there's barely any gifts versus the organizational giving on the right hand side so again finding that white space or we're giving is just tapering off all together a graph like this might provoke the development director to say hey we need to create a campaign to engage more individual donors let's figure out how to do that to be successful and new types of revenue generation so the next slide is is more of a performance so we've talked a little bit about on the ERP and the accounting side performance goals and this is what something might look like on a fundraising side is where we're going to set a goal in this example our goal to fundraise this year is three hundred fifty five thousand dollars and in real time we can see so far this year we've raised two hundred twenty three searching sixty three percent to our goal so I really like these gas these gas gauge like dashboard components because I think they give a really nice picture I think that they can even serve as a morale booster to update staff or send these out they look how close we are I mean the fun thing too is you can actually even customize how I have the kind of segments here to where if you have a smaller goal and you want to break that out into exact thirds to meet your goal or if you want to create different segments to say our lowest goal is a hundred thousand but our highest goal is 500 with a million dollar you know you do have the ability to really customize the way that this graph would represent the revenue that you're looking to raise within a calendar or fiscal year and so the next just a couple more just to kind of jog your brains about what what else could be possible in a CRM system grants forecasting out the probability of receiving a certain amount of revenue from a grant that you're tracking your system pledge instalments revenue that you'd expect within the next 30 days and the probability of that coming in membership organizations based on you know with I have 90 percent of my donors joining in January what are we doing different in January versus the other 11 months of the year and also even turning that into a revenue expectancy you know we're expecting 85 percent of our membership revenue in this month let's make sure we get our renewals out let's make sure to track what members aren't renewing things in that nature related to membership and even donor demographics looking at you know our our average donor is 55 plus and and a male what do we need to do to engage females or specific location so there are other ideas behind development and it's really based on what type of fundraising does your organization do that can help determine you know some some possibilities like this and so now we're going to jump into Ian's going to close out of the this and jump into a coupon to show you some live examples not just screenshots so this this web browser someone log out log back in so you can see a little better this is the act funding play portal the idea being that it can be even though it says in play formal you can even have board members log in but the idea is that it's an in a web browser and the play can log in and from this window they see the dashboards that they are put you have to put it in the right password but you know once you get past that you get dashboards that are meant for this person so this is again the kind of the sample we've one of the samples we've seen this is probably the controller CFO here he's got the cash balances the current ratios maybe some program statistics overall so we have to we're getting in $250 for clients and they're costing us two hundred twenty-six dollars so we're in good shape on that or are we you know what's their percent what's our what's our goal for cost per client here that'd be an interesting dashboard here's Luna here's months cash so this is one person's view and then I'm gonna log out here and I'm gonna log in as a different person and then you'll see here that this is HR person and so their dashboards are what are my employee reviews do what trainings are due and budget to actual also of interest might be that in the employee portal you can do things like people can view their pay stubs they can retrieve their w-2 they can put in their time they can put coming is the ability to put in a requisition for payments they can put in an approval for time off so it's a spot that what's needed by is the spot that an employer might want to come in to an irregular basis to put in their timesheets or whatever and so while they're in viewing their timesheets they can see these dashboards and they can even if they have the rights they can run financial statements to and so you can also post things like snow day or please update your social security information with us or please you know we've got a new health plan or health plan renewals so you can send messages to employees as well on that and they can also request changes to their taxes so but that's it sort of a useful thing so it can be tied in with payroll or it might not be it might just be a dashboard window or it could be tied in with some other module so that's that is a example of when play Portal would look like for dashboards and now I'm going to shift over to Sarah here and Ian as you do that in every Sara can to the Tara can answer the question as well we did get the question about do you have any recommendations on the best industry level low cost dashboard software for nonprofits I would kick in because I'm not the Salesforce guy here but I think Salesforce is a good deal because it's free and you can import in data that's not that's not unraised only there are you we there are some other tools that I've looked at I can't think about time I had that googled some but eventually you end up having to pay a monthly fee you know Excel is a viable alternative because you know one of the things about Excel is sometimes say in the case of a board it's you don't really have a way for them to get into a system and so you can give them one a dashboard in Excel the problem is it's just it's just not continually updating in front of you but you'd be surprised how many big organizations use Excel to do dashboards I think the trend is you know more and more to systems like an ERP system or or a development system like Salesforce or CRM system but it's a lot that are doing an excel and that it's it's the cheapest that I can recommend so anyway hey Sarah what into that point to just you know we think about you know cost-effective solutions now also keep in mind saleability you know if your organization sees a huge growth increase which we hope that it does over time Excel is not going for the most part is not going to be a solution to track not only the data that powers the dashboard but your dashboard changes or needs will probably change as well and as Bodine and I mentioned Salesforce does give 10 free licenses to any 501c3 nonprofit and they have what they call the nonprofit success pack which is a free kind of it's basically the core components of Salesforce that allow you to track donors and gifts and with that com dashboards pre-made most of the components that you see on my screen actually today come with the nonprofit starter pack pre set up for you so you know setting up and trying to figure out how to create them is is very painless because they've taken that work out of that and they come with the system pre-loaded so what we see on my screen it can you guys see my screen actually yes so Salesforce is also a browser-based database and that's you know this is the system that I'm familiar with so that's what we'll show you today and just a couple more so that you can see again just not screenshots but just some more examples of some really popular KPIs that are helping nonprofits make decisions and driving them to you know different types of fundraising initiatives or just newer ways so just some quick explanation this is kind of opposite from the screenshot work that we saw but this is showing us what types of donors are giving household donors versus organizational donors and and where are more revenues coming in from what side I really like this dashboard here new donors this year so compared to last year so last year we had 197 new donors we only have 40 so far this year so I think this is a really strong KPI and in terms of fundraising and then even with this 40 out of these 40 people how much revenue how we waste from those new donors this year and if our goal is $100,000 we're 24% to that so the dashboards inside of a CRM system like this we actually can plug in multiple graph components to the same data so the example behind the themes here both of these dashboards are actually using the same report I'm just asking the graph to display different formats on account versus a currency or the sum value of the donation amount so a lot of flexibility here and like I said a lot of these components come with the nonprofit starter pack so that your you don't feel troubled or you don't feel overwhelmed by having to create these by yourself right off the bat and a couple more just to point out some of the various format this is an example of our campaigns that we're running in this database so we have something like capital campaign all of our grant money so we can very easily see the breakout and there's even a nice hover feature like an a queue fund where you can see the specific currency value and the percentage of the total amount that campaign is contributing and this graph right here is more of a drill down to specifically just the annual campaign and it's going back about another 15 years to show us we can very clearly see a downward trend in the performance of this campaign but even highlighting over to see the fiscal year and the performance of the SEM amount and percentage of the total amount so I think that this line graph shows it's very strong representation of what dashboard was supposed to show you which is an overall bird's eye view of the performance or the metrics that you're looking at to help you make decisions on your development resources with that you know just scroll back up to the top so you can take a peek one last time but again these are these are customizable per organization so not only will you would you just have and most CRM systems kind of an out-of-the-box dashboard you could certainly reuse those or should be able to reuse those and make tweaks based on the way that you know the statistics that your organization needs or completely create a custom dashboard from scratch with that I'm just going to jump to our very last slide which is just our contact information you where it's my oh yeah they can see you there you go I heard I'm in a nice contact information if you have any questions about dashboards in general or anything that you saw on our screens today more than welcome to reach out to us and you have any closing remarks that you'd like to add just you know we are not Salesforce we're a queue fun but we do help organizations implement Salesforce and Sarah can certainly give you information on how to get started with using Salesforce in the organization and then where she would come in is if you want to bring in historical data or Stata from other fundraising systems that you might have so I you know it's a good deal being free and we're happy to guide you along that so want to feel free to contact us and then if you're in the need to a different accounting system or ERP system then please look us up and thank you all for taking the time and wish you good luck with your dashboards and wish you all a good year 2019 thank you thanks Mac fine thank you guys appreciate it and we will get everybody a copy of these slides later today and we'll add that contact information in there as well thanks everybody have a good afternoon you